Philomath — Members of the Philomath Inclusivity Committee spent the bulk of their October meeting reviewing and refining a draft committee handbook and community agreements, agreeing on several language changes and a near-term process to finalize and post the document.

Committee staff and volunteers said the goal of the revisions is to make the handbook more accessible and to clarify how the committee operates so potential applicants and community participants can understand expectations. "Building accessibility considerations of all kinds into committee actions and communications and practicing inclusivity" was the formulation members agreed to include in the final draft, according to staff and committee discussion.

Committee members debated specific phrasing in several bullets. The group agreed to replace a suggested heading of "accomplishments" with the word "work" to emphasize ongoing efforts rather than finished products. Members also weighed alternatives for describing priority populations and settled on language that highlights "promoting civic engagement and participation, particularly among those from historically marginalized populations and diverse lived experiences." Several members argued for terms that call attention to lived experience and under-resourcing as well as representation.

The group discussed how to make participation less intimidating for newcomers. Multiple members recommended a brief welcoming script be placed at the top of agenda pages and calendar invites that would explain the meeting format, note the informal nature of discussion, and invite attendees to participate without expecting formal sign-up. One member described the suggested opening as a short, 30‑second set of remarks clarifying the meeting is "not a formal meeting" and encouraging anyone who needs a repetition or clarification to interrupt.

Members also discussed outreach and recruitment practices tied to the handbook. They reported on recent tabling at the Farmers Market that produced at least two volunteer contacts and on a local volunteer, Diane Crocker, who translated a community vendors/resources list into Spanish for distribution. Committee members discussed using simple sign-up tools such as Google Forms and recommended offering informational alternatives to written materials (for example, short videos or audio summaries) so non‑English speakers and people with low literacy can understand committee purposes and expectations.

On process, staff said they will combine the committee's tracked edits and circulate a clean version to members by email because the committee does not meet in November or December. The committee agreed to a short editing window and to a small working meeting within the next two weeks if needed so the handbook can be posted publicly prior to the January appointment cycle. Staff reiterated the operational note that three committee seats are open, and that council liaisons and appointments are shuffled in January; members were reminded that official committee quorum requires four appointed members.

Members also discussed where the committee should focus its energy in the coming year—keeping regular administrative work while also creating space for deeper projects, such as a Philomath Fellowship. Staff and volunteers agreed that the handbook posted online should be treated as a living document and that additional outreach materials (simplified summaries, translated versions, and optional short videos) can be produced to help recruitment and onboarding.

The committee set its next meeting for Jan. 27 and asked staff to send the consolidated handbook draft to members for review before public posting. The group closed with reminders about upcoming community events and a note that final council appointments will be made in January.